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Add a liability waiver for your studio

Written by user on . Posted in Clovo Dashboard. No Comments on Add a liability waiver for your studio

Running a tight ship at your gym or studio means keeping everything in order, including your waiver agreements. Ensuring every member signs a waiver not only protects your business but also sets clear expectations. Here’s how you can easily add a Gym/Studio Waiver agreement to your studio in the Clovo Studio dashboard.

Step-by-Step Guide to Adding a Waiver Agreement

  1. Log In to Your Clovo Studio Dashboard:
    • Fire up your computer or mobile device and log in to your Clovo Studio account. If you’re not already logged in, enter your credentials to access the dashboard.
  2. Navigate to the Settings Menu:
    • Once you’re in, find the settings icon (the gear icon) in the main menu. Click it to open your studio’s settings.
  3. Go to the Waiver Agreements Section:
    • In the settings menu, look for the “Waiver” tab. Click on it to access the waiver management section.
  4. Input Waiver Details:
    • In the available space, paste the text of your waiver agreement. Make sure it includes all necessary legal and safety information.
  5. Save and Publish:
    • Once you’ve entered all the details, click the “Save” button to make the waiver active.
    • The waiver will now be available for new members to view when signing up to your studio.
  6. Communicate with Your Members:
    • Notify your members about the new waiver agreement. You can do this via email, in-app notifications, or during their next visit.

Quick Tips

  • Review Regularly: Periodically review your waiver agreements to ensure they are up-to-date with the latest legal and safety standards.
  • Clear Communication: Make sure the language in your waiver is clear and easy to understand. Avoid legal jargon that might confuse your members.
  • Stay Organized: Keep track of who has signed the waiver and follow up with members who haven’t completed it yet.

By following these steps, you’ll ensure that your waiver agreements are properly set up and that your studio is protected. If you need any more help, feel free to reach out to our support team. We’re here to keep your business running smoothly.

Changing what notifications you receive as a studio admin

Written by user on . Posted in Clovo Dashboard, Notifications & Reminders. No Comments on Changing what notifications you receive as a studio admin

We know your day is packed with sessions, client check-ins, and all things health and wellness. Staying on top of notifications is crucial, but sometimes, you need a little peace and quiet. Here’s how you can easily toggle your notifications on and off to keep your workflow smooth and your sanity intact.

Step-by-Step Guide to Toggle Notifications

  1. Log In to Your Studio Account:
    • Grab your favorite device and log in to your studio account. It’s the first step to notification bliss.
  2. Go to your admin profile:
    • Once you’re in, navigate to your own user profile under the ‘Admins’ section of the Clovo Studio navigation sidebar.
  3. Navigate to Notifications:
    • At the bottom of your profile, look for the “Notifications” card. This is your control centre for all things alert-related.
  4. Toggle Notifications On/Off:
    • You’ll see a list of different types of notifications you can receive. Each type has a toggle switch next to it. Want to turn off new booking alerts but keep cancellation notices? Simply switch them on or off according to your preference.
  5. Save Your Preferences:
    • Don’t forget to hit “Save” after making your changes. This ensures your new settings are locked in.
  6. You’re All Set!:
    • That’s it! You’ve now customized your notifications to fit your busy lifestyle. Enjoy the perfect balance of staying informed without being overwhelmed.

Quick Tips

  • Test It Out: Toggle a notification off and on to make sure it’s working as you expect.
  • Stay Flexible: Adjust your settings as your needs change. You can always come back and tweak things.
  • Stay Informed: Critical alerts like cancellations or payment failures might be best kept on, just so you’re always in the know.

By following these steps, you can make sure you’re getting the right information at the right time. Now, go forth and conquer your day with the perfect notification setup!

If you need any more help, feel free to reach out to our support team. We’re here to keep you moving forward.

Send a client a password reset

Written by user on . Posted in Clovo Dashboard. No Comments on Send a client a password reset

If your clients are having trouble accessing their accounts, you can easily help them reset their passwords. Follow these steps to send a password reset to your clients:

  1. Log in to Clovo Studio:
    • Use your studio owner credentials to log in to the Clovo studio dashboard.
  2. Navigate to the Client Management Section:
    • In the dashboard, locate and click on the “Clients” section. This section allows you to manage all client accounts.
  3. Search for the Client:
    • Use the search bar or browse to find the client who needs a password reset.
  4. Select the Client:
    • Click on the client’s name to open their account details.
  5. Send Password Reset:
    • Click the ‘Send Password Reset’ button to send a password reset email to the client.
  6. Confirm the Action:
    • When prompted, confirm that you want to send the password reset email.
  7. Notify the Client:
    • Inform your client to check their email for the password reset link. Make sure they check their spam or junk folder if they don’t see it in their inbox.
  8. Assist as Needed:
    • If the client encounters any issues during the process, be ready to assist them further.

By following these steps, you can quickly and efficiently help your clients regain access to their accounts. If you encounter any issues or need further assistance, please contact our support team.

Create introductory offers for new clients

Written by user on . Posted in Credit Packs, Trials. No Comments on Create introductory offers for new clients

Clovo makes it possible to offer introductory offers to new clients. Introductory offers are a great way of bringing new clients in either without offering a free short term trial or as a next step following a free trial.

In Clovo, an introductory offer is an option set on a credit pack.

To create an introductory offer, first login to Clovo Studio then:

  1. Go to ‘Packs’ under the ‘Services’ section of the navigation sidebar
  2. Click ‘Add Pack’ and fill in the details of your offer on the screen that appears
  3. Toggle the ‘One Time Purchase’ switch to on
  4. Toggle the ‘Special Offer’ switch to on

You’re done! You’ve just created an introductory offer that can only be purchased once and will be displayed prominently in your client apps.

Track the usage of memberships and packs

Written by user on . Posted in Credit Packs, Memberships. No Comments on Track the usage of memberships and packs

Your clients are always able to see the current usage and upcoming expiry of their memberships, credit packs, and trials. But as a business owner you might want to track your clients usage yourself for various reasons.

To view a users current Credit Pack usage, login to Clovo Studio and then:

  1. Find the client in the Clients screen and tap into their profile
  2. From the ‘Plans’ tab, choose the credit pack you are interested in

Now you can see the current usage of the pack.

Extend the expiry of a purchased credit pack

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When credit packs are purchased by a client they have an expiry date that is set when your first create the pack plan and starts from the moment of purchase.

For example, if you have a credit pack plan ‘Studio 10 Pack’ with a 90 day expiry, if the user purchases the pack on the first of January 2024, the pack will expire on the 1st of April 2024.

Sometimes however, life happens, and your client for reasons you deem reasonable, was unable to use their pack. At your discretion, you are able to extend the expiry date of the credit pack.

From Clovo Studio, login with your staff account and then:

  1. Find the client in the ‘Clients’ screen
  2. Choose the pack from the ‘Plans’ tab
  3. Click the ‘Extend’ button
  4. Choose a new expiry date and click the confirm button

Done! The credit pack will now expire on the date you chose.

Cancelling a client’s membership subscription

Written by user on . Posted in Memberships. No Comments on Cancelling a client’s membership subscription

Cancelling as a Client

Your clients can easily cancel their membership from within the Clovo app at any time. When this happens, the membership will remain active until the end of the current billing period and no longer renew.

When a client cancels their membership in the application you will receive a notification according to your notification preferences and the membership will show as ‘Active, won’t renew’ in Clovo.

Cancelling as Studio Admin

Sometimes you will need to cancel a client’s membership yourself:

Cancel from Clovo Studio

To cancel from Clovo Studio, login with your staff account and then:

  1. Find the Client whose membership needs cancelling
  2. From the client’s profile screen, find the membership under the ‘Plans’ tab
  3. Click ‘Cancel’
  4. Confirm the cancellation on the screen that appears

That’s it, your clients membership will be cancelled at the end of their current billing period.

Schedules in Clovo

Written by user on . Posted in Schedule. No Comments on Schedules in Clovo

Schedules are created in Clovo Studio and represent the typical week of class offerings at your studio.

When you create a schedule, you create a set of classes offered at a time on a day. For example, you might have a Beginner Reformer Pilates class every Monday at 4pm and Advanced Reformer Pilates classes at 6am every Monday, Wednesday and Friday.

Clovo takes your schedule combined with the ‘scheduled days ahead’ setting for your studio (defaults to 14 days) and generates a series of ‘openings’ for your classes.

Openings can be booked by your clients according to the capacity of the class and the allowances on their membership.

Clovo will create new openings using your schedule every single day so that you always have exactly the number of ‘scheduled days ahead’ that you specify, for example, 14.

Start accepting payment with Stripe

Written by user on . Posted in Payments. No Comments on Start accepting payment with Stripe

Clovo is unique in the fitness booking platform world in that at no time do we hold your money or control your payouts. Instead, Clovo guides you through the setup of a standard Stripe account that is integrated with Clovo – in short, you get your own Stripe account, your money never is never held by Clovo, and you’re in full control while letting Clovo put your payments on autopilot.

Shortly after signing up to Clovo, we’ll review and approve your account for payment integration. Once you’ve been approved we’ll then step you through the process of onboarding a standard Stripe account from within Clovo Studio.

When you onboard with Stripe through Clovo, we pre-fill some of your basic account information, and Stripe will ask you for more of the sensitive stuff like bank details and business structure.

The entire process from start to finish will take around 30 – 45 minutes, by the end of which, you’ll be able to start accepting payments through the apps.

Before starting the Stripe onboarding process we recommend having details such as ABN and bank account details handy.

To get started:

  1. Go to Setup > Stripe
  2. You’ll be taken to Stripe to setup your standard Stripe account with them
  3. When you’re done setting up your Stripe account you’ll be directed back to Clovo

That’s it – you’re done! You’re open for business and still in full control of your money.

Changing class schedules with existing openings

Written by user on . Posted in Schedule. No Comments on Changing class schedules with existing openings

Once you’ve setup your schedule and set your ‘schedule days ahead’ setting in Clovo Studio, Clovo will continuously open classes for booking according to that schedule and the number of days ahead you have specified.

For example, if you have a Beginner Reformer Pilates class every Monday, Wednesday and Friday at 6am and you’ve kept your ‘schedule days ahead’ setting at the default of 14 days, Clovo will make sure that there is an opening for each of those days at 6am available for your clients to book 14 days ahead from the current day.

You can change your schedule at any time by editing it in Clovo Studio. If you’re adding new class times then there’s nothing else to do. However if you are changing or removing existing classes, because there will be openings that have already been created in the future, you will need to decide what to do with them.

1. Do nothing

The original openings will stay in place, but won’t be regenerated if you removed them from the schedule, or will be generated on a new date and time if you changed them. For most studios this will likely be the ideal course of action as it will require no booking cancellations and will give you enough time to communicate the upcoming schedule change to your clients.

2. Cancel the existing openings

If you no longer wish to service the openings you’ve already generated, then simply cancel each of those openings in Clovo Studio.

To cancel the existing openings

  1. Go to the ‘Upcoming Classes’ screen
  2. Find the openings that correspond to the schedule change you’ve made
  3. Click into the opening
  4. Click ‘Cancel’
  5. Click ‘Confirm’ on the confirmation screen that shows. If there are existing bookings, your clients will be notified of the cancellation and their credit pack or membership will be credited accordingly.